C&MS staff monitor and respond to order requests which ensures a good start to item workflow with good (or at least acceptable) bibliographic records. These procedures are general; in special instances consult with Unit Supervisor.
All orders originate from Subject Specialists. The bulk of ordering comes via online vendor platform. Copy Cataloging staff monitor the ordering platforms to ensure timely responses. Orders are also generated via email to the Acquisitions department. Acquisitions will collect the information and forward to Copy Cataloging so that an order record can be generated and item ordered with the vendor.
All orders must come through the Acquisitions Section where they are checked for the following necessary information:
Optionally it can be helpful to have an OCLC ID to help match the proper item for acquisition with an appropriate bib record.
Monitoring vendor platforms is done on a scheduled or ad-hoc basis depending on the vendor generally aligning with order volume:
GOBI, https://gobi3.com/Pages/Login.aspx. GOBI is sometimes referred to as YBP. GOBI and Alma have an API integration. When orders are confirmed on the GOBI platform Order, Bibliographic, Holding, and Item records are created in Alma. GOBI is the largest vendor in terms of volume for firm orders, so this vendor platform is monitored daily to process orders. As of October, 2024, the schedule is:
If staff are away, they should arrange another Copy Cataloging staff to monitor the GOBI orders for the time they are away.
Harrasowitz Fokus, https://www.harrassowitz.de/OHFokusWeb/login.xhtml, Harrasowitz specializes in German titles and is generally used for titles related to History. Harrasowitz and Alma have an API integration. When orders are confirmed on the GOBI platform Order, Bibliographic, Holding, and Item records are created in Alma. Firm orders are uncommon and this vendor is monitored every 2 weeks. As of October, 2024 this is monitored by the Head of Cataloging & Metadata Services.
Amalivre, https://amalivre.fr/en/login. Amalivre specializes in French titles and is generally used for titles related to Art. Firm orders are uncommon and this vendor is monitored every 2 weeks. As of October 2024, this is monitored by the Head of Cataloging & Metadata Services.
Amazon, https://www.amazon.com/. Amazon is typically used when items cannot be located easily elsewhere or when certain items are needed quickly. Order details go through email.
When orders come to Cataloging from Acquisitions they are deposited in one of three baskets:
Search in Alma before ordering to verify that the item is not already in the catalog. Subject Specialists are responsible for the first-round check for duplicates. An extra duplication check by C&MS staff is important and can prevent Usually copying/pasting the ISBN into an All Titles - Keyword search is enough to see if a record already exists. A chrome extension named "Fondren Library Catalog ISBN Search" can also help look for duplicates.
If an order is a duplicate, staff should return the details to the Subject Specialist with a link to the corresponding catalog record. This can be important if they need to connect a patron to the material. Subject Specialists may also confirm if they intended to order a duplicate and that the order should proceed anyway. Eresource versions of Physical items are not considered duplicates.
The type of order (Subscription, Standing order, Analytics, etc.) depends on the format of the item and the way it is to be cataloged, as instructed by the Subject Specialist. If the order has no instructions, check with the appropriate selector. Consult with the Unit Supervisor in case of unclear instruction. Generally, these should have a receiving note along the lines of L1=Class Sep, Anal, Set, etc.
Fill-in(s) to an analyzed series or a class sep series, are firm ordered as separate monographs. Fill-in(s) to a set are firm ordered on the set record. Back-orders for a serial are firm ordered on the serial record.
When a monograph is part of a series, search the series title in Alma with an All Titles - Series search. If the Library receives the series on standing order, treat as a duplicate order (see sub-section 2.3).
When a volume number is indicated, search the catalog by author or title for standing order or set.
Orders are now ready to be searched on OCLC. When more than one record is retrieved, select the one that corresponds to the edition information on the order. When more than one record is retrieved for the same edition, the hierarchy of preference is:
Record the OCLC number on the order. This number becomes the Sirsi control number and can be used to call up the record in the system.
While some vendors, such as YBP, L&C, and Harrassowitz, are consistent in providing correct series information, many other vendors are not. When an OCLC record is found to contain a previously unsuspected series statement, the series should be searched in Sirsi, particularly if the series is numbered. If the series is received on standing order or subscription, treat as a duplicate order (see sub-section 2.3).
Transfer the record into Sirsi (see Transferring Records into Sirsi, Section IX, Chapter B.)
When no record is found in OCLC, note [0] on order form and create provisional record. Write the provisional record control number on order slip.
NOTE: OCLC holdings are not updated when order is placed nor are they updated in any other instance when the item is not actually in hand.
3.1 Introduction
The following applies to ALL order types. Individual instances of differentiation will be discussed within the context of separate categories in Section 4. Multiple order lines may be attached to each PO (see sub-section 3.6)
Click on the ‘Create Order’ Wizard (See Figure II.A.1 for basic, recurring, or dated order options). Locate the bib record in Sirsi by title, author, or control number. With new versions of Sirsi, the 'Create order' wizard no longer exists. Now it's just 'Orders' wizard.
Figure II.A.1. Basic, Recurring or Dated order icons
3.2 Creating New Order
Vendor ID must be in correct (often abbreviated) form.
3.3 Order Extended Information
Any information input here will appear near the top of each individual line, and thus must be appropriate to the entire order. (See Figure II.A.2)
Figure II.A.2. Extended information fields
3.4 Order line Information
Any information input here applies only to the respective order line
Additional order line information
*Need to have examples screen-shots for each one below.*
Add screenshot here.
3.5 Funding and Distributions
Figure II.A.3. Fund selected as FAR
Figure II.A.4. Holding code selected as DVD-VIDEO1
3.6 Adding new order lines
If a new line(s) is to be added to order, click on Add New Order line and locate the next item and repeat the sequence. (25 lines are the maximum) When the order is completed, type TODAY in the Date ready field. If the purchase order is not to be printed, set Date ready to NEVER.
NOTE: No order should exceed 25 lines in length; funds, locations, etc., may be mixed on one PO.--Delete this line
4. ADDITIONAL PROCEDURES, BASED ON ORDER TYPE
4.1 Basic order
Figure II.A.5. Use percent and number signs, instead of dashes and commas.
All notify notes are translated into actual flags when orders are received in Acquisitions.
APPROVAL: Not used
EFIRM: Electronic materials on firm order (CD-ROMs, electronic books, electronic journal back-files, etc.)
Under the Instruct line, on all electronic orders: NOTE: For IP access please note that our IP ranges are 128.42..* and 168.7..*
EREFFIRM: Reference monographs in digital format on firm order, with a single initial
purchase price (see EREFMAINT order type)
Under the Instruct line, on all electronic orders: NOTE: For IP access please note that our IP ranges are 128.42..* and 168.7..*
FIRM: Print materials on firm order
GIFT: Not used
MICROFIRM: microform materials received on firm order (microfilms, microfiche, etc.)
VIDEO: Visual materials on firm order (VHS, DVD videos, etc.)
Add screenshot here
4.2 Recurring orders
'Recurring orders' is rarely used (For ESTAND only) The information below should be updated. Most of the information below should be under 'Subscription' type orders.
NOTE: POs for recurring orders have only 1 line*.*
ANAL: Analytics received on standing order (class together, analyzed series)
Figure II.A.6. Note to vendor for fund FAR-MS
Figure II.A.7. Note to vendor for the start volume
Figure II.A.8. Note to vendor to start the volume and to continue to send future volumes
Funding and Distributions
STANDING: Print materials received on standing order.
NOTE: When an OCLC record for the series is missing the call number, and has “NST” in 040 tag it is usually a Class sep. When the record has a call number, it is usually an analytic type of series. When in doubt, verify series authority record for further information. Consult with Unit Supervisor for any other questions.
Monographic sets: (incomplete, publication continuing into future)
Class Sep Series: (a monographic series ordered from a single ‘dummy serial record’ wherein each title is cataloged as a separate item (i.e. individual call numbers, subject headings, etc.). The dummy record is coded in serial format. Occasionally a series is ordered commencing with the most current volume, with the possibility of filling in earlier volumes.
Figure II.A.9. Class sep message in the holdings
ESTAND: Electronic materials received on standing order- use 'Subscription' type under the 'Add Dated Order' icon (this order type is rarely used)–ESTAND is the only one used under 'Recurring orders' (But rarely)
MICROSTAND: Microform materials received on standing order (microfilms, microfiche, etc.) Marco has never used this. Do we need to delete it, or keep just in case? Maybe ask Jiun.
4.3 Dated order
NOTE: POs for dated orders have only 1 order line
All new dated orders charged to a serial fund (xxxS) require AUL for Collections’ initials.
SUBSCRIPT: Print materials received on subscription
EFIRMMAINT: charge for ongoing access to an EFIRM item
EREFMAINT: charge for ongoing access to an EREFIRM item
ESUBTEXT: Non-full-text electronic materials received on subscription (indexes or abstracts to full-text electronic resources)
Under the Instruct line, on all electronic orders. NOTE: For IP access please note that our IP ranges are 128.42..* and 168.7..*
Figure II.A.10. This example is for v.16 (2002) as the starting volume.
Figure II.A.11. ENGS selected as the Fund ID, INTERNET selected for the holding code
Figure II.A.12. ‘Date ready’ set for October 20, 2005, ‘Date to claim’ set for three months into future.–We do not add a claim date anymore.
ETEXT: Full-text electronic materials received on subscription (electronic full-text journals, remote databases, etc.)
Under the Instruct line, on all electronic orders. NOTE: For IP access please note that our IP ranges are 128.42..* and 168.7..*
Need to add information about 856 and 956 note
MEMBERSHIP: Rarely used; usually requested by Acquisitions. Consult with the Unit SupervisorAcquisitionsin this instance.
MICROSUBSC: Microform materials received on subscription (not very common)
Additional order line information
PACKAGE: Rarely used; usually requested by Acquisitions. Consult with Unit Supervisor Acquisitions in this instance.
5. OTHER SPECIAL INSTRUCTIONS:
5.1 Fill-ins and back orders + recurring or dated orders
Two orders are placed (One for each order type)
A new order to begin with the most current issue is ordered as a new recurring or dated order. The back issues are ordered as a basic order (firm)
NOTE: If a multi-volume record (Set or serial) exists in Sirsi but new order is being placed (either for back issues or as a reinstitution of standing order or subscription) attach order to the latest call number line by highlighting it before creating order. Never attach orders to INHOUSE call number line.
5.2 Music orders
Music orders are created in the same fashion as other firm orders. The exceptions are that the Music Librarian provides an OCLC number on the order when copy in Worldcat exists. If no copy exists for an order, an 028 field with the publisher/manufacturer number must be included in the provisional record (see Creating a Provisional Record, Section II, Chapter B).
5.3 Prepayment
Order Extended Info
INSTRUCT: PREPAYMENT
Any orders requiring prepayment should not be placed in the ‘to be filed’ basket but should be given directly to the Firm Order Receiving Coordinator in Acquisitions or another Acquisitions staff as specified on the original order.
5.4 Replacement orders or orders for a different location
You will need to create a dummy XX call number with no copy structure to which the order will be attached.
Adding a dummy call number with “XX” in front. A dummy call number is created when ordering replacement copy or added copy for a different location.
Highlight and copy the call number you need- using the ‘Modify order’ icon in the ‘Vol/Copy’ tab. (See Figure II.A.13)
Figure II.A.13. ‘Modify order’ icon
Use the ‘Add volumes and call numbers’ icon in Workflows to add a new call number (For replacement copies, a second copy, or a 2nd copy for the Reserve desk). (See Figure II.A.14)
Figure II.A.14. ‘Add volumes and call numbers’ icon
Click the ‘All volumes’ tab, next click on the ‘Add Call Number 1’ icon. (See figure II.A.15)
Figure II.A.15. Add Call Number 1 icon
Click in the button shown in Figure II.A.16 if the slip is from Business to select the right library. Except for CD-Rom material- these all go in FONDREN selection.
Figure II.A.16. Button used to select other libraries.
Paste the call number you copied at the beginning, next add the “XX” (In capital letters) in front of the call number. Click the “OK 1” button on the bottom of the screen. (See Figure II.A.17)
Figure II.A.17. Adding an “XX” to call number
Go back to the list that shows both call numbers and highlight the call number with the ‘XX’ and then you can click on the ‘Add Basic Order’ icon to create order. (See Figure II.A.18)
Figure II.A.18. Create basic order icon
5.5 Standing order decision shelf. When the first volume from a multi-volume set, or a series, arrives on Approval, permission for a Standing Order must be received from the appropriate selector. These volumes, along with the STO decision slip requesting fund and other specific information, are placed on the STO-decision shelf in the Acquisitions area, where they are periodically reviewed and returned to the appropriate cataloger. During the period that these volumes are awaiting review a note should be placed in a 590 note on the bibliographic record (“CURRENTLY ON CD STO-DECISION SHELF”). These notes will be deleted during cataloging.–Does this section needs to be updated? Ask Jiun?
6. RUSH ORDERS
All rush orders should arrive in Cataloging clearly marked RUSH or RUSH ORDER ONLY (rush order only is for materials only requiring rush ordering but not rush cataloging).
Rush orders are placed by Head of Acquisitions or her designate in the Cataloging Rush basket. This basket is emptied at least once per working day, more often when there is a high volume of RUSH orders.
RUSH orders of greater urgency should be handed directly to Head of Acquisitions or her designate. Acquisitions staff deliver regular RUSH orders to the RUSH order basket in Cataloging, where they are searched for duplication, entered in Sirsi, and ordered with the vendor through Web, telephone, or paper purchase order, as appropriate. Purchase orders are printed at least daily, and mailed as quickly as possible thereafter. The Cataloging RUSH basket is emptied several times per working day. Acquisitions staff hand-carry urgent RUSH orders directly to a Copy Cataloger. (a.k.a., Super-RUSH) Paperwork is returned to the selector on request. Under normal circumstances, a RUSH order is fully processed within 24 hours and no more than 48 hours of its arrival in Cataloging and Metadata Services and often much less.
Figure II.A.19. Type the word, “RUSH” in the Instruct line and “Credit card/ Do not print” in the Comment line.
New Order line
If RUSHes are not stamped with Return to JL, or Return to Liliana, put them in the regular basket.
Can we add a vendor list that shows the abbreviations and their corresponding names (from Sirsi) to this document?